KPA (www.kpaonline.com) is a proven SaaS technology and services partner for corporate compliance and human resource professionals seeking opportunities to raise productivity, control expense, and mitigate financial and reputational risk via business process automation, improved safety and workplace compliance, and better HR practices. With KPA’s proven portfolio of end-to-end solutions and operational best practice clients can unlock opportunities to drive down costs, mitigate risk, and enhance the employee experience at a lower cost than clients can achieve internally.

Founded in 1986, KPA is owned by Providence Equity Partners, a top-tier private-equity company, and is focused on delivering SaaS solutions to the small and mid-size business (“SMB”) markets.

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is the point person for all things related to KPA's physical offices (Lafayette, Portland, and several small regional offices). The Office Manager is responsible for the day-to-day operations of each office and is focused on the efficient and effective delivery of support services to the company, including integrating people, place and processes within the space, with the purpose of improving the quality of life of employees and the productivity of the core business.

For this role, KPA seeks an energetic professional who enjoys wearing multiple hats, experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. The ideal candidate will be well-organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Position Responsibilities

• Point person for maintenance, mailing, shipping, supplies, equipment, and all things related to the physical office space(s)
• Oversee all the common areas (reception, kitchen, conference rooms, and washrooms), ensuring the physical appearance of the office is always presentable, organized and visitor ready.
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries
• Collaborate with HR in the following areas: maintain floor plans for the HQ office, maintain office policies, assist with new hire events and onboarding
• Manage office ordering for the HQ office (office supplies, business cards, snacks, beverages and any other facility-related items)
• Manage inventory appropriately, suggest and implement cost saving ideas with vendors
• Restock necessary items in pantry areas including cold items, dry items, and paper products
• Maintain an organized and tidy office environment including all conference rooms, closets, restrooms, and pantry area
• Participate actively in the planning and execution of company events
• Help maintain office morale
• Collect, sort and deliver the mail and packages for the HQ office
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Manage conference room calendars and coordinate guest schedules
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
• Responsible for ensuring office financial objectives are met by preparing annual budget for the company's facilities, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
• Design and implement office policies and procedures, and oversee adherence to those policies
• Monitor and maintain office supplies inventory
• Maintain a safe and secure working environment, including developing evacuation maps and emergency response plans

Requirements

• Ability to work independently with a high level of creativity, innovation, initiative, and sense of ownership
• Good communication skills with people at all levels
• Flexible and adaptable
• Extreme organizational capabilities and high attention to detail
• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Computer skills and knowledge of office software packages, including proficiency in MS Office
• Self-motivated, quick learner, and independent thinker
• Have a “do whatever it takes” attitude; dedication to going the extra mile
• High degree of integrity and business ethics
• Minimum of 1-2 years professional experience in a fast paced, client service organization, previous hospitality experience is a plus
• Preferred experience in mid-size technology company